DEPARTMENT: 150 CORPORATE SERVICES

(1)

Reason for deviation Project Actual

Special Program Unit Intervention (%) All 100% 100% 100%

Identify SPU Programs No of Programs All 4 1 1

SPU Program 1: Women Caucus Functionality (%) All 100% 100% 100% Only one meeting were held SPU Program 4: Youth Council Functionality (%) All 100% 100% 100%Sub/Ward structures were

elected in all wards

Lack of interest from the electeted representativfes Report from standing committees No reports All 6 2 2

The other meetings did not form a quorum Municipal outreach meetings Number All 6 -

Functioning of ward committees No sittings All 24 6 6 The other meetings did not form a quorum Delegation Framework -

Management % Completed All 100% 100% 100%

The delegation framework was workshopped on two occassions and adopted by council

Delegation Framework - Mayor % Completed All 100% 100% 100%

Delegation Framework - Standing

Committees % Completed All 100% 100% 100%

Extent of achievement

QUARTERLY PROJECTIONS FOR SERVICE DELIVERY TARGETS & OTHER

DEPARTMENT100 : COUNCIL

Vote / Indicator Unit of Measurement Ward Annual

Target

Quarter 4 VOTE: COUNCIL

(2)

Performance agreements for

managers Number All 5 -

Performance assessment

managers Number All 5 -

Performance Management

System Number All 1 -

Internal audit projects Number All 4 1 1 Projet on performance audit was completed.

Audit committee meetings Number All 4 1 1 The audit committee was held on 24 April 2008

Management meetings Number All 6 2 One Management meeting took place in this quarter Develop communication &

marketing plan Number All 1 1 0

The communication and marketing plans were not

developed The position of the Senior Communications and marketing officer had been filled

Develop public participation

strategy % completed All 100% 100% 0%

TheUkhahlamba Municipality had not completed developing its own strategy upon which ours was to be modelled.

Mayor / Municipal Manager

Meeting Number All 4 1 The meetings were held at

least once per week Compile Annual Report Number All 1 -

Compile Oversight Report Number All 1 - VOTE 110 : MUNICIPAL MANAGER

(3)

Vote/ key indicators Unit of Measurement Ward Annual Quarter 4 Target Project Actual Finalise Departmental SDBIP's Number All 1

Prepare and table 2008/2008

Budget Process Plan to Counc il Number All 1

SDBIP Report- back Meeting Number All 4 1 0

These meetings will be conducted in the next quarter Establish IDP Steering

Committee Number All 1

Consolidate IDP Representative

Forum/Legotla Number All 4 1 1 IDP Intergovernmental Meeting/

Workshop for 2007/2008 Review Number All 4 1 0 None

Still investigating the posibility to have a joint meeting with !Gariep Municipality because we share stakeholders

Ward Report-back meetings Number All 24 6 6

These meetings take place after the ward committee meetings

Consolidate and Prepare Internal

Budget Plan Number All 1

Convene Joint Ward Committees

Meeting Number All 2

Convene IDP Budget Alignment

Workshop Number All 1

IDP Ward Consultative Meetings Number All 24 6 6

Consultative meetings took place in the third quarter

Reviewed Draft IDP Number All 1 1 1

The reviewed IDP was presented to and adopted by the Council

Integrated Development Planning

(4)

Presentation of Draft Reviewed

IDP Number All 1

Final Sectoral Departmental

Inputs and Alignment Number All 2 2 2

Sessions were held with Departments to finalise their inputs.

Tabling and Adoption of

Reviewed IDP Number All 1 1 1

The reviewed IDP was presented to and adopted by the Council

COMMUNITY SERVICE DEPARTMENT: 500 2007/2008

Projec t

Atcual

Vote 500: Community services

Purchase ECDC building % completed All 100% 100% 100% The ownership of the premises has been transferred to the municipality Community Services

Committee meetings

No. of meetings All 11 3 0

Standing committee did not make quorum Monthly reports to MM No. of reports All 12 4 4

Quarterly reports to MM No. of reports All 4 1 1 Develop housing sector

plan

% completed All 100% 100% 100% The housing secor plan was developed and incoporated into the IDP Acquire land for the

extension of Joe Gqabi.

Hectars of land All 1 farm

Quarter 4 Ward Annual

Target Vote / Indicator Unit of Measure

ment

COMMUNITY SERVICES 500

Vote 720: Housing

(5)

Completion of current RDP projects

Number of units All 312 _ 109

Management of Municipal leased property

Contracts with current rates

All All

Transfer of houses % of completion All 100%

Indicate awareness campaign around

preventable diseases health education all

20

Project implementation plan

develop PHC

programme all 1

Preparation and

submission of monthly and

quarterly reports submit reports all

12+4

facilitate the appointment

of all relevant posts filing of vacant postall 10 complaint mechanism open suggestion boall 12 training and capacity buildintraining of officials all ongoing smooth coordination PHC Swork together with all ongoing implementation of all

services that are done at

the clinics service delivery all

ongoing

maintenance of medical

equipment working conditions all ongoing

ensure batho pele principlesdisplay posters all

ongoing ensure community participa meetings/ committeall ongoing Indicate awareness campaighealth education ongoing

Vote 520: PRIMARY HEALTH CARE

Vote 522: HILTON CLINIC

(6)

implementation of all services that are done at

the clinics service delivery all

ongoing

maintenance of medical

equipment working conditions all ongoing ensure batho pele principdisplay posters all

ongoing ensure community particimeetings/ committeall ongoing Indicate awareness campahealth education all ongoing

ongoing

Vote 523: MALETSWAI CLINIC

Vote 524: BLOCK H CLINIC

Vote 525: POLY CLINIC

(7)

Implementation of waste management plan Training of waste management staff on :

No. of staff

members trained All

All 10

All Management of the

dumping site

Opening and closing of trenches

No. of trenches dug and resealed All

3

Conduct awareness

campaigns No. of campaigns 6 6 wards

Cleaning of illegal dumping sites

No. of sites

cleared 6 6 wards 3

Conduct public education

on Council by-laws No. of meetings 6 6 wards Cleaning of public toilets

and streets

Implement a cleaning

programme No of reports All

All public toilets Conduct awareness

campaigns No. of campaigns 5 5 wards

Refuse removal Implement the refuse

removal programme % refuse collected All

All wards

Ongoi ng Conduct public education

on by-laws No.of campaigns All 6

Vote 450: Refuse

waste collection waste separation waste recycling dumping site management

Management of illegal dumping

(8)

Maintenance of parks and public spaces

Revival of nursery % revived All 100%

Redesigning of Juana Park % redesigned 2 100%

Redesigning of Spyker

Street Park % redesigned 2 100%

Redesigning of Levy Street

Island % redesigned 2 100%

No.of reports 2 & 5 52 13 13

Maintenance of

cemeteries All

Implement the cleaning

programme No of reports All 52 13 13

Spray weed killer

No. of cemeteries

sprayed All

11 3 0 Spraying was completed in the previous

quarter Development of new

cemetery Hectares of land 3

1 Numbering of grave rows

and sites

No. of sites

marked All 100%

Comply with Service Level Agreement with dept of Roads & Transport

100% compliance All 100% 100% 60%

Shortage of staff makes it impossible to comply fully with the Service Level Agreement.

Inspect and fascilitate maintenance of robots

No of robots

repaired 2 2 2

Purchase of speed camera No of Cameras pur All 1 Development of parking

metre policy

Parking metre

policy 2 1

Vote 240: Traffic

Vote 460: Parks and public spaces

Implementation of daily maintenance programme on Dukathole stadium,

Vote 560: Cemeteries

(9)

Development and implemetation of traffic management plan

Traffic

management plan All 1

Road sign maintenance No. of sign maintainAll 100% 100%

Maintenance of the

aerodrome Compliance with av 2

100%

Comply with Service Level Agreement with Dept of Sports Arts & Culture

100% compliance 1&2 100%

Purchase building for

Jamestown Library Library building 1 1 Establish Library CommitteeLibrary Committee 1&2 1 Formulate a spatial LED

Strategy

LED Spatial

Strategy 1

Establish One stop SMME development centre

SMME development centre

2 1

Facilitate LED Prifiling LED baseline reporAll 1

Facilitate small business su No. of trainings All 3 1 1

Target Projected Actual Vote 300: Financial Services

MANAGEMENT

Finance Staff meetings Number All 8 2 2

Annual Report Number All 1

Review budget related policies Number All 1 -

Compile Financial Statements Number All 1

Compile IT policies Number All 2 1 0 Shortage of staff in the IT section

Vote 630: Library

Vote 530: LED Section

Department 300 : FINANCIAL SERVICES

Quarter 4

(10)

Plan IDP review & budget process

Times Process plan

reviewed All 1 - 1

Review Supply chain management policy Number All 1 -

Compilation of 2008/2009 budget Number All 1 -

Updating investment register Number All 1 1 1

Compile SDBIP Number All 1 1 1

Compile Annual financial report Number All 1 -

GAMAP / GRAP implementation % completed All 100% 100% 0% Implimitation of New Financial System % completed All 100% 100% 100% The Sebata FMS was launched in June 2008 Maintain IT hardware & software % maintenance All 100% 100% 100% IT training sessions Number All 3 1 - Non- existence of staff Section 71 Reports Number All 12 3 2 Delayed implementation of FMS Debtor Collection Report Number All 12 3 3

FMG Reports Number All 12 3 3

Quarterly SDBIP Report Times performance reports submitted All 4 1 1

Quarterly KPI Performance Report Number All 4 1 1

Reconciliation of Valuation roll Times reconciliation done All 1 - -

Reconciliation of Assessment rates Times reconciliation done All 1 - -

Billing of Annual Assesment rates Times accounts sent out All 1 - -

Complete Re-valuation % of valuation done All - - - Interim Valuations % of valuation done All 1 -

Will be replaced with General Valuation

MONOTORING AND REPORTING

REVENUE MANAGEMENT

(11)

Objections

Times objections

considered All 1 -

Will be replaced with General Valuation

Collection of arrear debt % collected All 35% 35%

Processing still manual receipts for June. % will be available later this week

Reliable consumer database % accuracy All 100% 100% 100%

Roll out Free basic electricity Number of households All 2,500 2,500 3,125 Process accurate consumers

accounts

Times accounts sent

out All 12 3 3 Process monthly financial

records

Times records

updated All 12 3 3 Maintain supporting registers

Times tegisters

maintained All 12 3 3

Data Cleansing of all erven % completed All 100% 100% 20% No dedicated staff member

Reconciliation & payment of creditors

Times reconciliation

done All 12 3 3 Process payroll

Times payroll

processed All 12 3 3 Service external & internal loans

Times interest and

redemption paid All 2 1 1 Process monthly financial

records

Times records were

updated All 12 3 3 Maintain supporting registers

Times registers were

maintained All 12 3 3

Updating insurance portfolio

Times insurance

reviewed All 1 - 1 Annual stock takings

Times stock takings

performed All 2 1 -

Scanner out off order will improve with Sebata system and scanner

CREDITORS MANAGEMENT

SUPPLY CHAIN MANAGEMENT

(12)

Updating insurance assets register

Times records were

updated All 12 3 3 Adjudication Reports

Times reports

submitted All 12 3 3

Unit of Measure ment Ward

Projecte ^Atcual

TECHNICAL SERVICES

Vote 400: Technical Administation

Technical Com. Meetings No. of meetings

11 3 1 Standing committee did not constitude quorum in other months. Committee only set last month of the quoter

Monthly Reports No. of meetings 12 3 3

Quaterly reports No. of reports 4 1 1

Establish PMU section PMU office 100% Tech. Service is perfoming

funtcions of the PMU MIG projects capturing and registrNo. of projects registered All 7 projects were registered in

MIS Building Plans application No. of building plans

All

24 no annual target as its impossible to predict the B plans to be submitted te 420: Administation & Land Afairs

New Community Hall (Joe Gqabi)

Number of Comm. Hall

built 2

1 1 Contractor was appointed in

June 08. the constructon work will overlap to a new financial

Purchase Equipment N/A year

Operation & Maintanance Build

No. of buildings

5 1 4 Poly Clinic in town, Blue hall in springs,Hilton Clinic and Advice centre in J/town TECHNICAL SERVICE DEPARTMENT

Vote / Indicator ^Annual

Target

Quarter 4

Extent of achievement

(13)

Municipal flats 2&4

2 Numbrs 3 and 4, Nerina Court, 6 and 8 Dan Pienaar Street

Workshorp floors,windows and roof 2

Hilton Library 2

Budget control 2

Jamestown office renovations 1

Extension of A/North liabrary No. of Liabraries built 1 Project is completed

Budget control

Quality control (Work as per tender doc) Report to MIG monthly

Requesition of funds monthly Vote 430: Public Works

General Maintenace streets No. of kilometers

14

2

17 Streets in Joe Gqabi were graded. Roads in Game Reserve were graded.

Grading of streets (Aliwal North & J/Town) All Regravelling street (Aliwal North & J/Town) All Storm water Maintenance (Aliwal

North & J/Town) No. of kilometers/meters All 8 2 21 18km in Aliwal North, and 3km Jamestown

Jamestown stone bridges were repaired.

6 car ports erected at the main office and completed. Except paving.

Resealing of streets No. of kilometers All

2,6 Project completed / Normal

maintenance ongoing.

Approval of designs Tendering Budget control

Quality control (Work as per tender doc) Report to DBSA monthly

Requesition of funds monthly

(14)

Dukathole taxi/bus route No. of kilometers

3,4

3 Project complete. Construction

of side walks and storm water in Broadway Street is underway.

Approval of designs Budget control

Requesition of funds monthly

6 speed humps were build, 2 in Bantu Street and 4 in Ntsoetsanyana Street (Social responsibility contribution) Joe/Gqabi bus/taxi route No. of kilometers 2

2.5 1.1 The blading of streets in Joe Gqabi.

Approval of designs Budget control

Requesition of funds monthly Vote 440: Sewerage Agency

Construction of public toiltes No. of toilets constructed 3&4

40 10 0 The construction of public toilets will commence in the new 08/09 financial year

New sewer connections No. of sewer connection All

5 New sewer connections

projects funded by the District was completed. (Dukathole)

Repairs and maintanence All

Manholes repairing and reconstru

No. of manholes repaired & constr All

4 Sewer faults report register No. of faults reported All

Sewer blockages (600 blockages

reduction of sewer

blockages All 50% 305 122 leaks were on main line

and 183 house connections.

(15)

Replacing broken pipes otal length to be replace All

3 26m of main sewer lline Ø250mm was replaced Chris Hani section.

Purchase of innocculant All

Maintanance of purification works

Description of work done in STW

One aereator gear box is broken. One new pump installed in Dukathole Pump Station.

Vote 800: Water Trading Account All

Bulk water purchased

(Abstruction fee) from DWAF Number of KL purchase All Bulk water Purified Number of KL purified All

Water sold = R Number of KL sold All

Water loses = ± 93, 393 kl pm = 1,120,716 kl pa

Number of KL lost pm or pa

All

70% 70% Public toilets and taps not metered. This creates imbalance in terms of water pumped and billed. Plans are therefore in place to meter all unmetered connections.

Water Faults reported (Register) Number of faults fixed. All 291 water meters service/replaced Number of meters All 72 18 75

New water connections No. new water connecti All 123 53 86 Joe Gqabi

Rehabilitation Weir Completed weir 2

100% 1 Weir completed. Two sluces will be fitted. New work outside the original scope of works.

Vote 810: Electricity

Pecentage of electricity loses All

Bulk electricity purchases (Eskom KWh All

Electricity Sold KWh All

(16)

Electricity losses = ± 75,000 units % of a losses All

80% 80% Meter readers are now in

Tech. Service department therefore the meter audits will be a possible excercise to be done.+/- 750 Houses Audited,25 Invoiced for Tempering,47 Faulty meters Identified & being changed.

Electricity faults report (register) number faults reported All

Electricity meters serviced/replace number of meters All

222 86 28 installed (new connections) and 58 replaced and serviced Electricity reticulation completed projects

All

100% 25%

Noth ring completed. Closing spans to Eskom and Municipal sub stations completed.

Sub-station renovation No. of municipal buildings All

100% 100% 10% Construction of Sub-station commenced.Building works 80% completd.

Fencing No. meters All 0% -

All

Maintenance Street Lights No. of street lights All 580 145 377 Bulbs, daylight swich, contuctor,

cable replacing & pole fixing All

Capital Expenditure

Jamestown 868 electrification & a

No. of connections and network 1&6

1168 292 Electrical reticulation of Masakhane is complete, but energisation ans commisioning by Eskom is yet to be done.

Area 13 Contractor to establish site by Friday the 18th July.

(17)

New Connections No. of new connections All

100% 25% From our records 33

connections are yet to be done in Joe Qgabi

New Prepaid meters installation

No. of new pre-paid

meters All

126 26 46

Network completed phase 1

All

100%

100%

Noth ring completed. New line from Eskom to Municipal sub stations completed.

Project Actual

Corporate Standing Committees No of meetings All 11 3 0

Meetings could not be convened due to the unavailability of committee members and training programmes

Corporate Department Staff

meetings No of meetings All 11 3

Council Training / Ward

Committee Member Training No of training programs All 7 - 1 The LGSETA still finalizing the programme for Ward Committees.

Skills Development Program

(Staff) No of training programs All 4 1 4 The need for training of staff members was more than anticipated.

Council Meetings No of meetings All 4 1 3 Occupational Health Committee

meetings No of meetings All 4 1 0 Shortage of personnel

Labour Forum meetings No of meetings All 4 1 0 Shortage of personnel

Submission of WSP No of plans All 1 1 Submitteed once in June 30, 2008

Update Equity Report /

Submission No of reports All 1 - The report is submitted once in October

Submission Skills /

Implementation Plan No of reports All 1 - Submitted once in the first quarter

Leave Records No of reports All 12 3 1 Monitoring of expenditure(budget

adjustments) No.of reports All 1 0

Quarter 4 Extent of Achivement Explanation for Variance

VOTE 150: CORPORATE SERVICES

DEPARTMENT: 150 CORPORATE SERVICES

Target

(18)

Management of Records &

Archives No of reports All 1 1 1

Departmental Reports to MM No of reports All 4 1 0 Manager not yet appointed

Review of Organogram No of reports All 1 - 1

Project that was carried over from the 2006/07 financial year and has been finalised during 2007/2008

Review Human Resource

Policies Annually All 1 - 1 The HR Policies has been reviewed and aproved

by the Council.

Monitor the implementation of

recruitment and selection policy No of reports All 4 1 1 Distribute and workshop Code of

Conduct for employees No of employees All 1 _ 1 The workshops were conducted during the Months of April on code of conduct

Processing of UIF claims No of reports All 4 1 1 Interface the HR and the Payroll

system % completed All 100% _ SEBATA is finalising the interfacing of payroll and

HR Corporate Governance No.of reports All 4 1